Email is the channel for proposals, summaries and anything that has to be passed along inside the client's company. It is also where a poorly written follow-up disappears fastest: a vague subject, long text and a request buried in the middle.
Below you will find the structure that works, when to send and five ready-made templates. To write yours, with the context of your conversation, use the generator.
In short
The subject line decides whether the email gets opened. It needs to say what it is about using words from the conversation: "Freight quote for the upstate routes" works; "Follow-up" or "Contact" say nothing.
In the body, four parts: one line reminding where you spoke, one paragraph with what you understood about the need, the request and a signature with name, company and phone. If you attach a proposal or material, say in the text what it is and why it matters.
The generator writes emails of up to 150 words, with a subject line. That is enough to give context without turning into a report. If the proposal has many details, they go in the attachment, and the email sums up the essentials in three or four lines.
By the day after the meeting, during business hours. If you promised to send something by a certain date, keep that date: the first email is also the first proof that your company delivers what it agrees to.
If there is no reply within a week, answer in the same thread with a short second message, so the person sees the history.
Fictional people and companies, to show the structure. Swap the names and the conversation detail for your own, or ask the generator for a message based on your conversation.
On the day of the meeting, when each side has something to do.
Subject: Summary of our conversation: factory uniforms
Hello Rachel,
Thank you for today's conversation at the business round. I noted the main points: 180 people on the production floor, uniforms replaced twice a year and fabric that can withstand industrial washing.
By Thursday I will send two fabric options with physical samples. Could you confirm the delivery address and the name of the person receiving them?
Best regards,
Simone Duarte, Strong Stitch Uniforms
When the proposal was requested during the conversation.
Subject: Post-construction cleaning proposal for Jacaranda Building
Hello Paul,
As agreed at Tuesday's round, please find attached the post-construction cleaning proposal for the twelve units of Jacaranda Building.
It includes the two options you asked for: a full crew in three days or a smaller crew in five. The price difference is on the second page.
Could we talk for 15 minutes on Friday so I can answer your questions, at 10 am or 4 pm?
Kind regards,
Mark Antunes, Total Shine Facilities
When you are missing a figure to put together the right proposal.
Subject: Two details to quote the scheduling system
Hello Claudia,
It was good to meet Full Life Clinic at yesterday's round. You mentioned your front desk loses time confirming appointments by phone.
To quote the scheduling system properly, I need two numbers: how many appointments you book per week and how many practitioners see patients. Could you send them when you have a minute?
Thank you,
Rodrigo Mendes, Clear Schedule Systems
A week after the proposal, with no reply.
Subject: Re: Post-construction cleaning proposal for Jacaranda Building
Paul,
One detail that may help with the decision: the full crew can start the week after the keys are handed over, which brings the residents' inspection forward.
If you prefer, I can adjust the proposal to cover only some of the units. Which option makes more sense for you?
Mark
When the topic was put on hold and the moment may have come.
Subject: Picking up our conversation about thermal packaging
Hello Edward,
About two months ago we talked at the round about thermal packaging for your frozen food deliveries. At the time, you were still closing the contract with the new distributor.
If the topic is back on the table, we have a new line of boxes that holds temperature for longer. Would a 20-minute call at the end of the month be worth it?
Best regards,
Tatiana Rocha, Safe Cold Packaging
Tell us who you spoke with and what the next step is. The generator writes the message for WhatsApp, LinkedIn or email, suggests when to send it and drafts the second message too. Free, no sign-up.
A specific subject, using words from the conversation: the product, the project or the problem. "Maintenance proposal for the three stores" says what it is before it is opened. Avoid "Follow-up", "Checking in" and "Contact", which could be anything.
Ideally by the day after the meeting. If you promised to send something on a certain date, that is the date that counts. After a week you can still write: acknowledge the time in one line and move on to the point.
Reply in the same thread: the person sees the history without having to search for it. Start a new email only when the topic has truly changed or months have passed.
Yes, if it was agreed in the conversation. In that case, the email sums up in three or four lines what the proposal solves and which decision you expect. If nobody asked for a proposal, the first email confirms the need, and the proposal comes later.
In an online business round you have several short meetings in one afternoon, with companies looking for what you offer. Your company's first round is on us, with just your CNPJ (Brazilian company tax ID).